Legal Executive Assistant

The ONeil Search Group; United States; On-site; USD 60,000 - 85,000; Full time

Job summary

The ONeil Search Group is seeking an Executive Assistant to provide senior-level administrative, operational, and coordination support to firm leaders, including Chiefs and Managing Partners. You will manage complex schedules across offices and time zones, arrange travel, prepare confidential materials, and coordinate meetings and events.

This role demands independent judgment, discretion with sensitive information, and the ability to anticipate needs and advance leadership priorities in a

Qualifications

• Experience supporting senior leaders in a fast-paced environment.
• Ability to manage complex calendars across multiple offices and time zones.
• Demonstrated discretion handling confidential information and materials.

Responsibilities

• Provides senior administrative, operational, and coordination support to assigned firm leaders.
• Proactively manages complex calendars and schedules meetings across offices and time zones.
• Serves as a trusted liaison between leaders and attorneys, business professionals, clients, vendors, and other contacts.
• Handles confidential information with discretion and professional judgment.
• Coordinates leadership and office meetings, retreats, events, and related follow-up.

Skills

Executive support

Calendar management

Travel coordination

Meeting coordination

Communication

Document prep

Liaison

Confidentiality

Email management

Office administration

Multitasking

Tools

MS Office

G Suite

Travel booking tools

Job description

Job Summary

The Executive Assistant provides senior-level administrative, operational, and coordination support to firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders. This role serves as a trusted point of contact and liaison for internal and external constituencies and supports leaders by managing complex schedules, coordinating meetings and events, preparing confidential materials, arranging travel, tracking follow-up items, and helping advance leadership priorities. The Executive Assistant works independently, anticipates needs, exercises sound judgment, and handles sensitive matters with discretion and professionalism in a fast-paced law firm environment.

Job Responsibilities

• Provides senior administrative, operational, and coordination support to assigned firm leaders, including Chiefs, Managing Partners, Office Managing Partners, and other senior stakeholders.
• Proactively manages complex calendars, schedules meetings across offices and time zones, resolves conflicts, confirms logistics, and ensures leaders are prepared for meetings and commitments.
• Serves as a trusted liaison between assigned leaders and attorneys, business professionals, clients, vendors, candidates, and other internal and external contacts, using judgment to route, elevate, or respond to matters as appropriate.
• Handles confidential and sensitive firm information with discretion, sound judgment, and careful attention to firm policies, leadership preferences, and need-to-know principles.
• Coordinates leadership meetings, office meetings, retreats, visits, special events, and related follow-up, including agendas, materials, attendance, conference rooms, technology, and catering.
• Prepares, edits, formats, and proofreads correspondence, reports, presentations, agendas, talking points, briefing materials, spreadsheets, and other documents for internal and external audiences.
• Coordinates domestic and international travel, prepares detailed itineraries, monitors changes, troubleshoots issues, and prepares, submits, and tracks travel and expense reimbursements.
• Tracks priorities, commitments, approvals, action items, and follow-up matters on behalf of assigned leaders, helping ensure deadlines are met, open items are advanced, and appropriate stakeholders are kept informed.
• Screens, prioritizes, and responds to communications as appropriate, using judgment to determine when to elevate matters or route them to the appropriate resource.
• Supports firmwide, office, department, and leadership initiatives by coordinating logistics, gathering information, preparing materials, monitoring timelines, and partnering with relevant teams under the direction of assigned leaders.
• Builds effective working relationships with leadership offices, administrative teams, legal support, conference services, business development, technology, finance, human resources, and other firm departments to deliver seamless support.
• Maintains accurate contact lists, distribution lists, files, records, and related information in accordance with firm procedures and information governance expectations; provides back-up support and performs other duties as assigned.